Administration Manager

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:
36859

Location:
Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Administration

Classification Title:
Administration, Level B

Business Title:
Administration Manager

VP/Faculty:
Faculty of Applied Science

Department:
Comm & Reg'l Plan, School of

Salary Range:
$61,840.00 (minimum) - $74,238.00 (midpoint) - $89,085.00 (maximum)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2020/02/20

Funding Type:
Budget Funded

Closing Date:
2020/02/19

Available Openings:
1

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

The Administration Manager provides leadership in the effective execution of all the administration of the School of Community and Regional Planning (SCARP). The Manager is responsible for developing and managing the activities of a diverse portfolio including administration, human resources, finance, education, and research.

The Administration Manager works in collaboration with the School's Director to develop leadership and direction for these areas of responsibility through strategic planning, policy development, and governance processes related to the School.

Due to the scope of the role, a high level or knowledge, organizational, and communication skills are required to fulfill the responsibilities of the role effectively. The Manager exercises initiative and sound judgment to respond to issues and resolve problems. The position must collaborate effectively with various units within the Faculty, and University, including APSC Finance and HR, to ensure proper interpretations and execution of UBC policies and practices for the efficient implementation of policies and procedures established in the School.

Organizational Status

The Administration Manager reports directly to the Director and works closely with faculty staff, students, and visiting scholars in the school and with the Dean's Office-Faculty of Applied Science. This position liaises with
various university departments such as Financial Services, Human Resources, Land and Building Operations, Parking and Access Control, President's Office, and Research Services as well as external communities, businesses, governments, and funding agencies as required.

Work Performed

Administration
  • Develops, manages, implements, and evaluates policies and procedures to meet the School's goals and objectives
  • Responsible for managing classroom schedules and is the departmental timetable representative
  • Creates and prepares materials for faculty meetings and provides administrative updates, advice and guidance on operational matters
  • Provides authoritative advice regarding University and School academic and administrative policies and procedures, responsible for disseminating Faculty or University-wide information to the faculty, staff and students of the School
  • Manages the School's reaccreditations (professional and academic); researches and composes the reaccreditation documentation and coordinates site visits (every five years)
  • Researches and complies statistical data and writes reports on various issues for discussion at department, faculty, and university meetings; updating the SCARP Policy Manual accordingly
Finance
  • Develops budget strategy, policies, and priorities in consultation with the Director
  • Oversees the strategic direction of the financial operations of the School and approves changes and initiatives in policy, procedure, and staffing levels
  • Oversees the School budget and prepares reports and analysis for the Director and Applied Science-Dean's Office
  • Provides advice and guidance to the Financial Coordinator regarding the management of the School's financial accounts
  • Advises the Director of project/grant status and carries out corrective action if required
Human Resources
  • Sets the strategic direction for and develops and implements short and long-term human resource plans in collaboration with APSC HR and within the context of university-wide human resources strategies and in support of SCARP's overall goals
  • Manages the administrative process of the Appointment, Reappointment, Promotion, and Tenure of tenure-track and tenured faculty members
  • Responsible for the preparation of hiring documents of all post-doctoral students, adjunct faculty, research assistants and visiting scholars to the School, working in consultation with the Manager, Faculty Affairs in the Dean's Office
  • Determines staffing levels and training needed to meet the School's objectives and the budget implications of actions
  • Set priorities, allocates duties, and establishes work standards and schedule for staff
  • Analyses classification levels and writes job descriptions, ensuring compliance to union and employee group standards
  • Recruits, hires, and manages the performance and development of SCARP staff; conducts performance reviews and works with APSC HR on issues regarding discipline and termination of employment
  • Develops and implements strategies and staff training initiatives to ensure effective staff orientation, team building, and ongoing development
  • Manages the SCARP student hiring policies, procedures, and workflow ensuring student hires comply with UBC, union, and/or granting agency requirements; consulting with APSC HR as required
Physical Resources & Facility Management
  • Manages the physical operations of the School, taking the lead in advancing the technological capacity of the School and sourcing and analyzing technical solutions to streamline administrative procedures
  • Manages space allocation, renovations, moves, installations, and security issues working in collaboration with Building Operations, Project Services, and Access control as required
  • Manages and evaluates maintenance options and negotiates contracts for space renovations/upgrades
  • In consultation with faculty and students using the lab, determines the need for upgrading equipment and services, examines alternative solutions such as sharing facilities with other departments, obtains estimates and purchases the required hardware and software.
  • Authorizes the acquisition of all supplies, equipment and services for the administrative functions of the School
Supervision Received

Reports to the Director. The Administration Manager will be required to work independently, work is reviewed in terms of sound management practices and achievement of objectives.

Supervision Given

Manages a team of CUPE 2950 and Management & Professional Staff.

Consequence of Error/Judgement

This position operates with significant freedom to make decisions and carry them out. Since this position's responsibilities span the full spectrum of the School's operations a major impact could occur as a consequence of error. Effective management of the School's operations specifically in the areas of financial responsibility, labour relations, and leadership is critical to the School's operational effectiveness and reputation both within and outside the University community. Considerable judgment and initiative is exercised in decision-making involving the implementation of policies. Failure to anticipate the consequences of the School's continued growth could lead to serious organizational programs and/or resource shortfalls.

Qualifications

Undergraduate degree in a relevant discipline. Minimum of three years experience or the equivalent combination of education and experience. Ability to maintain accuracy and strong attention to detail. Ability to prioritize and work effectively under pressure to meet multiple deadlines. Ability to exercise tact and discretion. Ability to work effectively independently under minimal direction and exercise sound judgement and decision making; and work in a team environment. Ability to effectively deal with different people. Ability to perform financial planning functions, forecast,budgets, oversight and report preparation. Strong organizational skills and problem solving ability. Demonstrated managerial skills. Ability to take initiative, lead, delegate and allocate duties, collaborate with others in a team environment. Excellent oral and written communications skills with proficiency in the use of English grammar, spelling and punctuation. Strong understanding of and ability to work with Microsoft Office Suite. Expertise in computer-based information systems, and knowledge of web site application. Knowledge of University and Faculty of Applied Sciences policies and practices regarding Financial, Human and Physical Resources Management preferred. An ability to integrate information from a wide variety of sources and present that data in a clear and concise manner. Ability to integrate a range of sometimes competing interests with sensitivity to different values and to harmonize these interests toward achieving the School and University objectives.

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Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.